LLMs.txt directory

Spotter memory levels and permissions

When you coach Spotter, whether through reference questions, business terms, or data model instructions, that memory can apply to just you or to everyone who searches on the Model. Understanding these levels helps you manage memory effectively across your organization.

Understanding memory levels

Spotter memory operates at two levels:

User level

Memory applies only to your own Spotter experience. Other users querying the same Model won’t see your memory. This is the default for business users with view-only access.

Global level

Memory applies to all users querying the Model. This represents verified, organization-wide definitions and rules. Global memory is the default for Model editors and administrators.

How levels apply to memory tools

Memory tool User level Global level

Reference questions

Your curated question and answer pairs apply only to you.

Question and answer pairs apply to all users of the Model.

Business terms

Your term definitions apply only to you.

Term definitions apply to all users of the Model.

Data model instructions

Not available at user level.

Instructions apply to all users (applied at global level only).

Memory roles

Your role determines what memory you can create and at what level.

Business users (view access)

  • Can create reference questions and business terms at user level.

  • Cannot create data model instructions.

  • Cannot see or change memory created by others.

Users with Manage memory access on a data model

  • Can create reference questions and business terms at global level.

  • Can write data model instructions.

  • Can view, modify, and delete all memory on the specific data model.

  • Can promote user-level memory to global level.

  • Can grant manage memory access to other users.

  • Cannot modify Model metadata or generate/modify AI context.

Model editors (edit access)

  • Can create all memory types at global level.

  • Can view, edit, and delete memory from all users.

  • Can promote user-level memory to global level.

  • Can modify Model metadata and AI context.

Administrators (admin privilege)

  • Have full memory permissions across all Models in the Org.

  • Can manage memory from an user on any Model.

Can manage Spotter (privilege)

A product-level privilege that applies broadly across data models. Holders can manage global coaching and memory on any data model they can read, and manage Spotter instructions and Spotter Analysts across the Org. Memory access continues to work exactly as before, scoped to the Model it was granted on — Can manage Spotter is additive, for users who govern Spotter across many Models.

Grant Manage memory access

You can delegate memory responsibilities to power users without giving them full data model editing permissions. This allows them to create global-level memory while keeping the Model’s structure protected.

Manage memory access can be granted on non-editable data models, such as system data models (like Query Stats), and published data models on secondary Orgs.

Prerequisites

You must have edit access to the data model, be an administrator, or have Manage memory access to the Model. For non-editable data models, admin access is required.

The data model must be Spotter-enabled.

Steps

To grant Manage memory access to a user or group, follow these steps:

  1. Navigate to the Model in the Data workspace.

  2. Click the More menu more menu icon and select Manage memory access.

  3. Click the Add users or groups dropdown and search for the user or group name.

  4. If you see a yellow warning icon next to the name, the user doesn’t have view access to the Model. Select Give view access to the model for the added users or groups to resolve this.

  5. Click Save.

Remove Manage memory access

To remove Manage memory access, return to the Manage memory access dialog and click the X icon next to the user or group name.

Manage memory

Model editors and administrators can fix, promote, or delete memory entries from all users.

  1. Navigate to the Data workspace and scroll to the Memory sources section.

  2. Select the Reference questions or Business terms tab.

  3. Find the entry you want to manage.

  4. Click the More menu icon more options icon and select an action:

    • Fix the answer: Edit the memory entry to improve accuracy.

    • Change access: Promote user-level memory to global, or vice versa.

    • Delete: Remove the memory entry.

    Fix the answer

  5. Save your changes.

Permissions reference

The following table provides a detailed breakdown of permissions by access level.

Access level Can view Can do

No access

Nothing (including previously submitted memory)

Nothing

View access

Your own memory only

Create user-level memory
Fix or delete your own memory

Manage memory access

All memory on the Model

Create global-level memory
Write data model instructions

Edit access

All memory on the Model

All memory actions
Change access levels
Modify Model metadata

Administrator

All memory across all Models in the Org

All memory actions across all Models
For Org-enabled instances, you can only view and manage memory from the currently selected Org.

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